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Agendas and Minutes

Climate Policy Committee (View All)

Climate Policy Commission Meeting

Agenda
Thursday, October 08, 2020

Meeting Video

MINUTES FOR THE CLIMATE POLICY COMMISSION
Thursday, October 8, 2020; Held Electronically

1. Call to Order (item starts at 00:15 on video)

Chair Rick Barth called the meeting to order at 4:01 p.m. Commissioners Bob Kaplan, Ray Mallette, Jeff Wyatt, and Council Liaison Tonya Graham were present. Commissioners Julian Bell and Chris Brown and Interim City Administrator, Adam Hanks arrived later in the meeting. Commissioner Gary Shaff and Staff Liaison Stu Green were absent.

2. Consent Agenda (00:20)

2.1. September 18, 2020 Minutes

Mallette/Kaplan made/second a motion to accept minutes from the September 18 Climate Policy Commission (CPC) meeting. Further discussion: none. All ayes. Motion approved unanimously.

3. Announcements

3.1. Next Meeting: November 12, 2020

3.2. Staff Update (5:18)

This item was initially skipped and revisited when Hanks arrived. Hanks discussed the following items:

City financing for heat pump water heater incentive program status

Bonneville Power Administration (BPA) has increased their funding for incentive programs allowing for more funding for the City’s other conservation programs. As a result, a heat pump water heater incentive program is being developed with implementation possibly in January. Kaplan asked about the magnitude of all of the conservation programs and resources. Hanks stated that the BPA funding is approximately $210,000 for the federal fiscal year (this does change per year), $75,000 a year for solar and $80,000 a year for other conservation programs like the weatherization and heating upgrades zero-interest loan program. Hanks also mentioned that the City’s United States Department of Agriculture (USDA) application for a large energy upgrade loan program was not selected.

Barth asked how much funding is available for the heat pump water heater program. Hanks stated if there was a high demand the City would have to put a cap on the program to ensure other programs are available, but when implemented will not have a set limit. Since heat pump water heaters does not fit for all water heater replacements, Hanks does not see the demand to exceed the amount of funding available.

Julian Bell arrived at 4:14 p.m.

Mallette asked if there was an incentive for electric hot water heater upgrades not just the heat pump version. Hanks stated that there is currently an electric incentive through BPA. BPA does not incentivize fuel switching, so any program that allows customers to switch from natural gas to electric would be City funded. Wyatt asked if a document outlining the current incentive programs is available. Hanks stated the City has one and BPA has a manual for current incentives that he will send to the Commission.

Confirm how clean fuel revenues can be used for electrification

Hanks stated that the City has started the process for selling the clean fuel credits. He is hoping to monetize the credits in November and bring a supplemental budget to Council to approve their allocation later. The money is not restricted by the State to be reinvested in the Electric Fund or electrification efforts. Because of this the Transportation Commission has voiced support through a motion to keep that money for electric, transportation, or Climate and Energy Action Plan (CEAP) programs. Graham asked about the process for Council to monetize the credits and that CPC should also make a recommendation to Council regarding how the credits are used. Hanks stated that in January CPC could be presented with the clean fuel credits monetized amount and decide how to recommend spending of the credits to Council. Most likely the supplemental budget for the money will go to Council in February or March, before the next budget planning process.

Bell asked when the Transportation System Plan would be approved by Council. Hanks will follow up with Public Works regarding the timeline.

3.3. Other Announcements from Commissioners (1:17)

This item was discussed before 3.2 Staff Update. Barth mentioned the Commission was invited to view the Bend Clean Energy Conference. Barth has a slide deck for The Helping Cities Go Low Carbon presentation, and he will share the slides with the rest of the Commission. Wyatt will follow up on getting the recordings and slide decks for the other presentations to disperse to the Commission.

Hanks arrived at 4:05 p.m.

3.4. Reports from Representatives of Other Commissions

4. Public Forum

No public forum was submitted for this meeting.

5. Presentation

5.1. Avista Representative Presentation (24:15)

This item has been moved to the November meeting due to the Avista Representative’s request. Hanks gave a brief update about Avista’s plan to use landfill gas from Dry Creek Landfill, operated by Rogue Disposal and Recycling. A legislative change at the State level now allows for Avista to change their rate base to account for capital investments for renewable natural gas projects, like this one. Kaplan asked what the consumption of natural gas in Ashland was. Hanks stated this information is received on a quarterly basis with the franchise payments. Stu Green also has historical data on natural gas use from the Greenhouse Gas (GHG) inventory.

6. Old Business

6.1. Commissioner Recruitment (31:45)

Barth announced the current vacancies. Graham had reached out to a student at Ashland High School student, but they are no longer interested. Graham will contact Southern Oregon University (SOU) regarding the vacancies, but anyone who has specific contacts at Ashland High School or SOU please let her know. Graham emphasized looking for diversity when recruiting any applicants. Kaplan was approached by someone interested in the Commissions work and encouraged the person to view the meeting tonight. Wyatt will follow up with a SOU Environmental Science professor. Mallette asked if the student can be a high school or college student. Hanks stated that CPC’s code allows for either. Mallette also has a connection at SOU that he will contact.

6.2. Vice Chair Election (35:35)

Barth described the duties and expectations of the Vice Chair. Bell nominated himself as Vice Chair and Wyatt provided a second. Further discussion: none. All ayes. Bell was selected as Vice Chair unanimously.

6.3. Focus Areas

6.3.1.Administration & Planning

6.3.1.1. Subcommittee Alternatives (39:25)

Mallette asked if members can meet at less than a quorum. Hanks stated yes that was acceptable as long as a Subcommittee is not officially formed. Hanks also clarified that collaboration between meetings should be focused on research and organization and save pertinent discussion and decisions for the Commission meetings. Wyatt/Bell made a motion that the CPC suspend the Subcommittee structure until further notice. Further discussion: none. All ayes. Motion passed unanimously.

6.3.1.2. Commission Constraints (45:35)

Barth asked Hanks what parts of CEAP could the Commission work on without Council direction. Hanks stated items that did not affect policy decisions and items that would not require staff to delay other Council directed work. Other constraints include current Department’s budgets and if an item needs more than one Department’s input. Bell requested that previous items the Commission has worked on be presented to Council before the end of the year. Graham suggested that the Commission plan on presenting items to the new Council after January 1 and reach out to the newly elected between the election and the formal Council meeting.

Chris Brown arrived at 5:00 p.m.

Hanks reminded the group that staff will also need time to prepare a staff report and recommendations for items that go to Council. He suggested that aligning with staff’s current projects could help streamline this process.

6.3.1.3. Council CPC Meeting (1:05:43)

Barth listed the previous four items recommended to Council: 1) Direct staff to collaborate with CPC to develop a comprehensive electric and gas utility plan with planning starting November 1; 2) Direct staff in collaboration with CPC and Conservation and Climate Outreach Commission (CCOC) to develop and outreach and engagement campaign for CEAP; 3) Direct staff to build an existing internal science based climate education efforts for annual staff training by June 30, 2021; and 4) Prioritize CEAP and climate knowledge in hiring management positions. Barth would like to know when this can be scheduled for Council. Graham recommended this list to be include in the presentation to the new Council after January. Hanks would like more clarification on the list in the future as some items could be dealt with City management instead of being presented to Council. For the November CPC meeting, staff will prepare a list of pros and cons for each item and possibly have Tina Gray, Human Resource Director, attend the November meeting.

6.3.2.Utilities

6.3.2.1. Comprehensive, Master, and Capital Improvement Plans (1:18:08)

Mallette stated that the Commission has been focusing on four plans for Public Works: Water Master Plan (Council approved in August), Talent Ashland Phoenix Intertie (TAP) (presented to Council in October), Storm Drain Master Plan and Water Management and Conservation plan; both scheduled for the next Biennium. For TAP, Scott Fleury, Interim Public Works Director, did include reducing GHG emissions and conserving water. A missing element for TAP, that could be instead included in the Water Management and Conservation plan, is a climate study preferably done by 2023 to determine regional water supply.

Mallette asked if input should be given on the Ashland Parks and Recreation Commission (APRC) pool plan. Barth asked that Mallette update Green’s master plan timeline document with his input to bring back at a future meeting. Mallette suggested that Wyatt work with him on the master plan updates. Barth requested that the pool master plan and design planning be added to a future agenda. Graham recommended a letter to APRC be written regarding the pool. Barth suggested that Mallette and Wyatt write the letter to the next meeting for approval by the Commission.

6.3.2.2.Electric Master Plan (1:28:05)

Barth asked if CPC should take the lead role to create the strategic part of an Electric Master Plan. Currently, there is no official Electric Master Plan, but the Electric Utility does have an infrastructure and rate design plan. Hanks envisioned that this would be a consultant project selected by a request for proposal (RFP) as there is specific electric industry aspects that are needed to take into consideration. CPC’s would serve as the ongoing review body and could help with public outreach and technical review. As a place to start, the RFP would be created with the CPC and sent out in January. Barth tasked Mallette, Wyatt, and himself to come back with a draft RFP beginning at the November meeting.

6.3.2.3. SOCAN Survey Report (1:36:15)

Wyatt stated that while the report showed enthusiasm for climate action in Ashland, the respondents were self-selected and not entirely representative of all of Ashland. Graham stated that the Geos Institute had a scientifically significant report that did capture an accurate representative of Ashland in 2016. She will send out the link to the Commission to the survey. Barth stated that the survey does indicate knowledge of CEAP is not widespread in the community, which could be an item that CCOC pursues.

6.3.3.Built Environment (1:41:39)

6.3.3.1. PV Ready Requirements Update

Bell spoke with Mark Knox of KDA Homes and learned that in 2019 Governor Kate Brown committed the State to require all residential construction be Photovoltaic (PV) solar ready by 2022; 2023 for new commercial buildings. Bell asked how the Governor’s Executive Order 20-04 might alter this timeline and what could be done locally to address this. Wyatt stated that the building codes for April 2021 includes a PV solar ready provision for residential. Hanks stated the roof space availability might not fit in with the building code but could be something that could be implemented at the City level through the land use code. Kaplan asked about if this applies to the reconstruction of Talent and Phoenix. Hanks stated that the April 2021 building code would apply to the reconstruction; however, mobile and manufactured homes are under a different code and this might not apply to them.

Barth asked if those working on Built Environment want to bring specifics for next month to move forward for land use planning side. Bell, Brown, and Kaplan will look into prioritizing land use code for solar PV ready. Hanks reminded that the Community Development Department’s workload has been full of State mandates for housing requirements that need to be implemented by June 30, 2021 through the Planning Commission and City Council. This means that this will be scheduled out 18 to 36-month work plan timeline especially if they are public facing projects.

6.4. Electrifying Ashland (1:54:55)

Kaplan explained the outline provided in the packet. He asked for what other items might need to be on this list or come off the list. Barth stated that 1.5.2. Establish a residential tool library should be a task for CCOC if they are willing to accept the task. Graham stated that those items not prioritized can also be given to other Commissions or local organizations.

With no additions or subtractions, Kaplan asked for prioritization for the first year and individual assignments which are as follows:

Consumption (Built environment focus area)

1. Engage planning department about land-use and other codes (e.g. density bonus, EV

charging, PV readiness, planning for transit, solar reserve area). Next step for task

leaders should include prioritizing topics taking into account the level of effort required by

planning department staff and greenhouse gas emissions impact. Assigned to Brown and Shaff.

2. Electrify existing residential buildings and increase energy efficiency (task A): Develop a

Home Energy Score Program drawing on existing models elsewhere (particularly

Portland). Assigned to Kaplan.

3. Electrify existing residential buildings and increase energy efficiency (task B): Create

Energy Retrofit Ashland loan program. Assigned to Kaplan and Graham.

4. Develop a municipal facilities plan to electrify and increase efficiency. Not assigned in

the meeting. Kaplan will prepare a one-pager to start the discussion, pending task

leader assignment at the next meeting.

5. Outreach and coordination with SOU and ASD on future phase-out of natural gas. Also

OSF and Asante Ashland Community Hospital? Assigned to Bell.

6. Electrify new buildings (task A) : EV-ready wiring in new residential construction. Assigned to Brown.

7. Electrify new buildings (task B): PV reservation and protection for new construction. Assigned to Brown.

8. Electrify transportation (task A): CPC participation in the transportation plan.

Provisionally assigned to Shaff.

9. Electrify transportation (task B): Use of clean fuels credits. Not assigned in the meeting.

This matter will be taken up by the full commission in January, prior to staff sending a

revised budget request to the City Council to allow appropriation of revenues from sale

of the credits.

10. Electrify transportation (task C): Light weight vehicles (electric and human powered

bicycles). Provisionally assigned to Shaff.

11. Phase out gas-powered lawn and garden equipment, starting with municipal operations.

Provisionally assigned to Shaff.

Generation, by source (Utilities focus area)

12. Develop electric master plan: Develop the Request for Proposals for a specialized

consultant (task A):

13. Develop electric master plan: Identify funding source for specialized consultant (task B):

Assigned to Barth, Mallette, and Wyatt.

14. Develop electric master plan: Public outreach from basic goals (Safe, Reliable,

Affordable, Resilient, GHG emissions neutral to negative) (task C). Assigned to Barth, Mallette, and Wyatt.

15. Plan for 1MW project permitted under terms of BPA purchase agreement. This includes

exploring a range of financing and ownership options. Assigned to Graham.

Kaplan will compile the list with the assignments and asked all of those who volunteered for items to write a one-page report and submit to Barth by October 29 in time to be included for the November meeting packet.

7. New Business

8. Wrap Up (2:25:30)

8.1. Future agenda items

Council Interaction Process
APRC Pool Representative
State Level Actions and Advocacy

Barth asked about staff availability for the various items that need staff support. Hanks will create a one-page report on which items need which Departments input and staff availability for projects. Mallette asked who the best contact in Ashland Parks and Recreation Commission (APRC) is since he and Wyatt will be preparing a letter regarding the Commission’s pool recommendation. Bell stated Michael Black, the Director, would be the best contact. Chair Barth adjourned the meeting at 6:29 p.m.

Respectfully submitted,

Elizabeth Taylor